OWNCLOUD Published : 2013-12-02 License : None 1 INTRODUCTION 1. INTRODUCTION 2. CASE STUDIES 2 1. INTRODUCTION T he main focus of ownCloud is storing and sharing documents, calendars and contacts in a secure way, which also embraces open standards. T here are two main reasons why you or your group may want to use ownCloud rather than a similar service like Google Docs or Dropbox. T he first is that it offers more security for the files that you store, because you store them on your own server and can also encrypt them. T he second reason is that by using ownCloud, you are supporting a more decentralized and less monitored internet. If you are uncomfortable about the level of data analysis and surveillance involved in signing up for corporate internet services, then ownCloud provides a very usable alternative. ABOUT THIS MANUAL T his manual is aimed to be a complement to the existing documentation at http://doc.owncloud.org. Our focus is to create beginner level help which is very visual, which includes screenshots of the interface and explains technical terms when they are used. We also separate out the use of ownCloud by 'user level'. T his means the guide begins with the tasks that are easiest to perform and gets progressively more technical. In this way new users can get started with this manual without being bogged down with advanced terminology. T he guide begins by focusing on using an ownCloud instance that someone else has installed. We cover simple admin of ownCloud via the web interface and follow that with detailed information on keeping information in-sync between devices. Only then in the ownCloud Server Admin section will there be a chapter on how to install it and begin to configure its use. T his manual was written by Donna Metzlar, Anna Morris and Mick Fuzz for FLOSS Manuals. T he guide has been commissioned as part of the Human Rights Connect project of Internews Europe. OVERVIEW OF OWNCLOUD’S FEATURES Sharing files Once you log in you will see an interface for sharing files under the Files menu on the left. You have options for uploading new files and folders, and for sharing these with other users on your ownCloud installation. You can connect to online ownCloud folders without having to log in via your web browser. You can do this by downloading the ownCloud client and setting it up to share folders on your computer. T his client works in a similar way to the popular Dropbox client. T his piece of software can be installed on any desktop operating system – from Windows to Mac OS X to Linux – it is completely cross-platform. 3 Sharing calendars You can use the shared calendar in the ownCloud web interface by clicking on the Calendar tab; or if you use T hunderbird as your email client you can connect to various calendars and display them under an Events tab in T hunderbird. T he calendars that ownCloud uses support the creation of 'tasks', making it suitable for simple project planning. Sharing contacts T o use ownCloud as a shared repository of contacts, you can export your contacts as vCard (.vcf) files from your email service – from T hunderbird or Gmail, for example. You can then import these contacts into your ownCloud account. You can also use T hunderbird to manage your shared contacts by setting up a remote address book. 4 Using ownCloud as an alternative to Google Docs While ownCloud works well as a file-sharing platform, it still lags behind in terms of real-time collaborative document editing compared to Google Docs. However: you could use Etherpad, an open-source collaborative editing program, to collectively edit the document, and then save it to ownCloud when you're finished. SOME BACKGROUND ON OWNCLOUD ownCloud was started and is still maintained by the German open source software developer Frank Karlitschek. He first presented it at Camp KDE in 2010. T he name of the software partly explains the main goal of ownCloud. T he term 'own' refers to running the service yourself, i.e. not being dependent on third-party services like Dropbox and WeT ransfer. T he term 'Cloud' refers to the service being on the internet as opposed to on your desktop computer or laptop. Because the software is running on a server on the internet the way to find or reach it is through an URL or web link. Tiers of the cloud Cloud computing refers to a range of different technologies and has been rather over-used in marketing. However, in this context we can understand it as technologies that take advantage of virtual server technology which means you no longer have to own or rent a physical computer in a data center to take advantage of the benefits of running a server. T he term cloud has been associated with this centralization of servers in the hands of smaller numbers of providers. However, not all companies that use 'cloud technology' rent space from huge corporations. T here are initiatives like OpenStack that bring an open source approach to cloud computing and many independent ISPs and hosting companies are embracing the efficiencies brought by server virtualization. Because of these advantages the cost of renting server space has fallen dramatically. You may be surprised at how cheaply space to run your own cloud space is available via a VPS (virtual private server). 5 2. CASE STUDIES We look at three groups that can benefit from using ownCloud: home users, smaller organizations including media and NGOs, and larger businesses. Your options for file sharing are Dropbox, WeT ransfer or other commercial services on the internet. Good news however, ownCloud is a free and open source file sharing alternative. It is actively being developed and rapidly gaining popularity. HOME USERS SHARING FILES Imagine you have a relative or friend who lives on the other side of the world and you want to share photos and home movies with each other. Or, you are part of a local community or interest group that wants to share contacts. You don't want to upload these personal documents to a commercial file sharing space because you are concerned about the integrity of your data. Or maybe you are uncomfortable with the increasing monopoly of huge corporations controlling data sharing. If you already have some server space or a VPS, you can take full advantage of ownCloud. Previewing images from within your pictures area Using ownCloud is also a good way to learn about how to set up a web application and undertake server administration. Use this guide as a starting point to teach yourself how to set it up and keep ownCloud running. It can become a valuable service for your family, friends or community. NGOS, MEDIA ORGANIZATIONS AND SIMILAR PROJECTS 6 While some businesses can afford expensive in-house or third-party implementations for sharing documents and working collaboratively, there are also many charities, NGOs and smaller journalism outlets that do not have large budgets. T hey often rely on free tools for collaboration including Google Drive (docs) and sharing services like Dropbox. However, many of these organizations also work with confidential info that needs to be protected. Anyone holding data with regards to investigating regimes, authorities or corporations should be careful about the information systems they are using. T his includes contact details or information on 'who is meeting who and when'. Prevent private data from becoming public data. ownCloud includes an app to encrypt your data. T his is to prevent the system administrators on your VPS from being able to view your data. T he encryption app is still under development and hasn't been widely tested. However, simply by having your documents, calendar and contacts on your own servers rather than those controlled by large corporations is a major step in preventing your data from being accessed by governments, agencies and associated contractors. BUSINESS USE Businesses are a primary target group for ownCloud. So much so, that ownCloud Inc. provides a commercial service which runs from the website ownCloud.com. Some of the following material is adapted from documentation provided on ownCloud.com. T here are also other organizations like OwnCube that provide hosting for business. Ways a small business could use ownCloud 7 If you run a business with just a few people, or even alone, ownCloud could save you time, keep you organized and make collaborating easier. You could use it for Backing up important files Keeping master copies of files that several people use (such as your business logo) Keeping libraries of important files, for example product photos Keeping 'your data at your fingertips': for example, having a central copy of your cash-flow allows everyone to check the impact of their spending/selling quickly Sharing files easily with customers, e.g. sharing your product specifications/photos with your retailers Avoiding sending large attachments by email, instead you could just send a download link (may save you money/bandwidth) Keeping you mobile – allows you to access important info when you are 'on the shop floor' or 'out of the office' on your mobile or tablet Keeping a centralized address book Minimizing problems caused when a colleague leaves or is off sick By making use of free and open source software such as OwnCloud, you can maximize your efficiency (and compete better) without spending lots of money and becoming vendor-locked to specific companies and products. T his keeps you flexible, enabling you to grow and change as you need without extra expense.